Creating Labels
The following are instructions for creating labels using a report saved as an Excel spreadsheet and Mail
Merge in Word. These instructions were made using Microsoft Office 2010.
STEP 1: Save Ad-Hoc Report as Excel Spreadsheet
STEP 1A: Delete all tabs except for the tab being used to create
the labels and save the spreadsheet
STEP 2: Start Mail Merge Process
a. Open a new Word document
b. Click the Mailings tab
c. In the Start Mail Merge group, click the drop-down arrow next to Start Mail Merge
d. Click on Labels. The Label Options dialog box will open.
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STEP 3: Select Printer Tray and Labels
See print screen on next page.
a. Select Tray 1 from the Tray drop-down
b. Select Avery US Letter from the Label vendors drop-down
c. Scroll down and click on 5160 (this assumes you are using the labels provided by CSC on the
Request for Supplies form – if not, select the correct vendor and label type)
d. Click OK
If you do not see label lines on your document:
Click in the middle of the page. The Table Tools will appear on the ribbon. Inside the Table Tools, click on
the Layout tab.
Click on View Gridlines.
STEP 4: First Time Creating Labels? If not, skip to STEP 5.
a. Click the File tab
b. Click on Options at the bottom of the File menu. This opens the Word Options window.
c. Click on Advanced
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d. Scroll to the bottom to the General section
e. Click the Confirm file format conversion on open check box
f.
Click OK
STEP 5: Connecting Labels to Your Report
a. If you completed STEP 4, click on the Mailings tab. Otherwise, if you skipped to STEP 5, start on Step b.
b. Click the drop-down arrow next to Select Recipients in the Start Mail Merge group.
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c. Click on Use Existing List
d. The Select Data Source window will open. Find your saved report and open it.
e. The Confirm Data Source dialog box will open. Click on MS Excel Worksheets via DDE (*.xls)
NOTE! If you don’t see the MS Excel Worksheets via DDE (*.xls) in the list, click on Show All. Scroll up or
down. Click OK.
NOTE: If you see this error:
Use the default OLE DB instead:
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f.
The Microsoft Office Excel dialog box will open.
We are going to use the entire Microsoft Office Excel spreadsheet, not just specified cells.
Click OK.
Your Word document should now have <<Next Record>> displayed in each label:
STEP 6: Creating Mail Merge Fields
NOTE! Mail Merge Fields correspond to the column headers in your report (Excel spreadsheet) and are
designated by << >>, which do not display on the actual printed labels.
a. Double-click on Match Fields in the Write & Insert Fields group
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b. The Match Fields dialog allows you to match typical label fields with the column headers in your
report. Only match those that you want to display on your label, by clicking on the down arrow to
choose the data field that should be matched to that particular Address Block field and that should
appear on the label.
The following are applicable to the specific report: View Appointments for Dates. However, the same steps
apply for any labels you may be creating.
c. Click the drop-down next to First Name and select PROXY_FIRST_NAME
d. Click the drop-down next to Last Name and select PROXY_LAST_NAME
e. Click the drop-down next to Address 1 and select ADDRESS
f.
City, State and Zip Code probably auto-matched. If not, select those also.
g. Click the Remember this matching for this set of data sources on this computer check box
to insert a checkmark
h. Click OK
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i.
Double-click on Address Block in the Write & Insert Fields group.
j.
The Insert Address Block dialog box will open and display how the labels will appear
k.
Click OK
Your Word document should now display <<AddressBlock>> on each label:
l.
Double-click on Update Labels in the Write & Insert Fields group.
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Your document should now display <<Next Record>><<AddressBlock>> on each label:
STEP 7: Creating the Labels Document, Saving It & Printing
a. Click on the drop-down arrow next to Finish & Merge
b. Click on Edit Individual Documents…
c. The Merge to New Document window will open
d. Click the OK button
e. A new Word document will open with your labels
f.
Save this document as your labels (Click on File…Save)
g. To print:
•
Place your labels into Tray 1
•
Click on File
•
Click on Print
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STEP 8: Saving the Labels Template Document and Re-Using It
NOTE! You can edit the labels by clicking on Edit Recipient List in the Start Mail Merge group on
the Mailings tab. You can delete individual records from your labels by removing the
checkmark in front of each record. The highlighted record in the Edit Recipient List will display in
the first cell of the table when you leave this screen. Click on the top record to highlight before
exiting to return to the original label display.
a. If you are going to create these labels again using the same Excel file (you can update the
Excel file as long as the name of the file remains the same). Click on File…Save to save the
template for your labels (save it to the same folder as your Excel file).
b. Click on the Mailings tab.
c. Click on Finish & Merge.
d. Click on Edit Individual Documents…
e. Click the OK button on the Merge to New Document window
f.
A second Word document will open with the new labels.
Revision History:
•
March 2017 – updated images
•
April 2017 – Added print screen for work-around if “…unable to re-establish DDE link…” error occurs
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